Training session 2

Accounts
Adding Proposals/Leads
Key Concepts:

● Selling Program from Site Menu at

Selling Account level, adding events
Programs/Events ● Selling program from Add Account
New

● Adding a Lead from Site Menu at

Account level
Creating Proposals
● Changing it to a sale
● Adding a lead from Add Account New

Work Order life ● Printing

● Completing WOs
cycle within Acct
● Entering Payments
level ● Moving money
From previous training session:
● add/search for accounts
● Any problems?

● Look up any account to use for lesson...

Add Program from Acct
● From acct home screen, hover over Site Menu > select Add Program
● Enter desired sales info > click Finish
Adding Program

● The top half will require some

fields to entered
○ All dropdowns/options
can be adjusted in setup
● Then Scroll down to finish...
Adding Program

● Enter Customer Notes, Program Instructions for your techs …

○ @ the right, click Copy notes from template to autofill notes for this program (can be prepared
in setup)
● Scroll down …
 Adding Program
● Check off the specific events that
the customer wants to purchase
● Enter a scheduled date and time
● Enter an amount if there is not a
default price
○ Can be made in program
setup
● Select a route and duration if there
is no default
○ Can be made in program
setup
● Then, Finish
Program details
● To view service details, click on the Program name link
 Program details (top half)
● You can view the
original Sales,
General, and
Accounting Info
○ Make changes if
necessary
● Scroll down
 Program details (bottom window)
● Add/edit Customer Notes
● Chance Sales Value
● To cancel an event, click Cancel
This Program
● Change Program
● Edit will allow you to change some
items (see next slide)
● Finish if any changes have been
made
 Edit from Program Details

● From this window, you can make further program changes > Save
Add Lead from Acct
● From acct home screen, hover over Site Menu > select Add Lead
● Click through tabs on left side to enter desired criteria
○ When ready, click Complete Lead > then Finished
Sell Program from Lead
● After completing the lead/adding program proposal, sell the program proposed from
Acct. home screen by clicking Estimate link
 Sell Program from Lead
● After clicking back into the lead (In Program Proposal) from Acct Home screen, sell
the program
Add leads/programs straight from Add New Account tab

● From home screen, click Add New Account (New)

● Once Acct. info is entered… It is same steps to Add Program or Add Lead
Summary:

Adding a Program to Acct from Acct Home
screen
1. Go to Acct Home Screen and hover over
Site Menu > click Add Program
2. Fill out criteria > click Finish
Adding a lead/making proposal from Acct Home screen
1. Go to Acct Home Screen and hover over Site Menu
> click Add Lead
2. Click Estimate > fill out criteria
3. Click Program Proposal > click Add Proposal >
fill out criteria > click Save at the top right
4. (You can do the same w/ all vertical tabs
Measurement, Drawings, Observations etc)
5. Click on Finished at top right when ready
a. It should take you back to Acct Home screen
To sell that program proposed:
6. Click the Estimate link on Acct. > this will take you
to the Program Proposal, click Sell Program and
then Finished
Practice/Review
● From homepage, add new accounts and sell programs
○ View the details of the sale in Program details
 Work Orders from Acct
● To complete work orders from an Acct
○ Hover over Activity > Work Orders > Not
Completed
○ Click on the blue Complete link
● If you cannot see the blue complete link, click Change
Columns at the right
○ Check off all the boxes you wish to appear on this
screen
 Completing Work Orders
● Completing WOs will
require you to fill
out/adjust the following
information
○ Batch
○ Completed date
○ Completed Inv
amount
○ One time discount
○ Employee
○ Duration
 Completing Work Orders
● The bottom half of the window
will prompt you to add/edit the
following info
○ Employee
○ Materials used
○ Observations made by the
tech
○ Findings
○ Then Save
 Enter Payment from Acct
● From Acct homepage, hover over Accounting > Enter Payment
○ Enter payment info in top portion
○ Make sure you’ve selected the correct batch

● Before clicking
anything else, see
next slide
 Enter Payment from Acct
● There are different tabs you can use
● To pay off an Invoice, click the Invoice tab and click on the Invoice that you wish to pay, then click Save Payment
and Reserve Prepay

● If this is a prepayment, go to the Prepay tab

○ Click Cash on Account OR a specific Program to get the prepay discount and reserve the money for that
particular program > then, Save Payment and Reserve Prepay
 Moving Money within Acct
● To move money within an
acct, click Show program
balances
● In this example, there is a
credit of $400 on Cash on
Account

● To move this money to a program, click To program

● To move to an invoice, click To Inv
 Moving Money within Acct
● You’ll be redirected to the Enter
Payment screen
○ You’ll see that Amount
Paid is greyed out and
Use Prepay Only will be
already checked off
● Highlight the Invoice you wish
to pay > click Save Payment
and Reserve Prepay
 Payment History/Timeline
● To view the Timeline on this Acct
○ From acct homepage, hover over
Activity > Timeline

● You can move Payment History, Invoices, and other tabs directly from this view
○ Just click on the desired blue link within the yellow row (In red box)
Summary:

Completing WOs from Acct Moving Money in Acct

1. From Acct homepage, hover over Activity > Work
Orders > Not Completed
2. Any WOs not completed will be listed at the bottom
of the screen
3. Click the blue Complete link for the WO you wish
to finish
a. If you cannot see this link, go to the blue
Change Columns link to the right and check
the boxes you want to appear
1. To move money within an acct, click Show
program balances
2. You’ll be redirected to the Enter Payment screen
a. You’ll see that Amount Paid is greyed out
and Use Prepay Only will be already
checked off
3. Highlight the Invoice you wish to pay > click
Save Payment and Reserve Prepay

Entering Payments from Acct

4. Hover over Accounting > click Enter Payments
a. Enter payment info
5. At bottom of payment screen, click either Invoices
or Prepay tab you wish to enter payment for
a. Click the Inv./COA/COP > Save Payment
and Reserve Prepay
Practice/Review
● ServSuite Explore Courses/Videos

○ Proposals

● From homepage, add new accounts and sell programs

○ Complete the life cycle of WOs
○ Print/Post/Enter Payments from within the individual account
● Leave some services unposted
○ These will be used for next lesson
Key Concepts:

● Selling Program from Site Menu at

Selling Account level, adding events
Programs/Events ● Selling program from Add Account
New

● Adding a Lead from Site Menu at

Account level
Creating Proposals
● Changing it to a sale
● Adding a lead from Add Account New

Work Order life ● Printing

● Completing WOs
cycle within Acct
● Entering Payments
level ● Moving money